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  1. Choose Transactions > Equipment > Rental Agreement Entry.
  2. Complete the following fields.
    • Agreement Type ID
      Choose the agreement type ID. If you set up a default agreement type ID in Rental Setup, tab through this field and it will fill automatically.
    • Agreement No. :
      Fills automatically.
    • Customer ID
      Choose a Customer ID.
    • Customer Name
      The customer name fills automatically based on the customer ID.
    • PO Number
      Enter the purchase order associated with the agreement, if applicable.
    • Agreement Date
      Fills automatically based on the user date. You can change this value.
    • Rental From
      Enter the start date to specify when the equipment will be on rent. The system uses this date range to check equipment availability.
    • Rental To
      Enter the end date to specify when the equipment will be on rent. The system uses this date range to check equipment availability.
    • Rental Location ID
      Fills automatically based on the customer. If linked to a customer, this field will fill with the Customer ID and Address ID.
    • Price Template ID
      Fills automatically based on the agreement type, and is used to set up pricing structures for rental pricing.
    • Invoicing Frequency ID
      Fills automatically based on the agreement type, or - if not set up for the agreement type - based on Rental Setup. This value is used to determine when an agreement is invoiced.

    • Price Level
      The price level defaults in based on the price group and where the price level has been assigned. 

      Note

      For information on how the system looks for the price level to use, see Determining Price Levels.


    • Operating Lease
      If the agreement is an operating lease, mark the check box checkbox and then choose the expansion button to open Lease Information which allows you to enter additional operating lease information. See Working with Operating Leases for more information.
    • Disable Invoicing
      Mark this check box checkbox to temporarily disable invoicing for this agreement line. When marked, this line will not be included in an invoice batch.
    • One Way
      Mark to designate that the booking is a one way rental, meaning equipment is rented at one location and returned to another.
    • Separate Invoice
      Mark to override the customer invoice setting from Customer Rental Information. Marking this check box checkbox means that you want one invoice per agreement with multiple lines. For more information about the invoice setting in Customer Rental Information, see Customer Rental Information.

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  1. On the Rental Agreement Entry window, choose the Line Entry button. The system automatically saves the agreement and then opens the Rental Agreement Entry Line window.
  2. Choose the Line Type.

  3. Choose an Equipment ID or Item Number to be rented.Several fields fill automatically when you choose the equipment or item, including Rental Location ID, Original Site ID, and Rental Site ID. Some fields fill from the Rental Agreement Details Entry window, and some fill from the Equipment Manager window. 

    Note

    If you attempt to change the Equipment ID while on an existing line, the system will prompt you with the following message: Do you want to change the equipment? If you choose Yes, the following message will display: Do you want to retain the other information on this window? If you choose Yes, the Equipment ID will change, along with the fields associated with that equipment record - all other fields you filled manually will be retained. If you choose No, only the Equipment ID and the fields associated with that equipment record will fill - all other fields will be cleared.


  4. Complete the following fields.
    • Line
      Displays the line number.
    • Linked Line
      Displays the line that the current line is linked to. For more information linking lines, see About Line Linking.
    • Subject to Commissions
      Mark this check box checkbox if you want to be able to distribute commissions for this booking line.
    • One Way
      Mark to designate that the booking is a one way rental, meaning equipment is rented at one location and returned to another.
    • Use Lowest Rate
      Mark this check box checkbox if want to use the lowest rate possible, regardless of which rental rate is selected. May default as checked or unchecked based on the Price Template ID.
    • Fully Maintained
      Mark to designate that tire and brake wear are not charged on the rental invoice, however charges will always be incurred when tire type changes from original to retread and for reefer fuel consumption. For more information on recording, see Vehicle Readings.
    • Comment ID
      Choose a comment ID that describes this booking line or booking type.
    • Rental From
      This field fills automatically from the Rental Booking Entry window, if applicable.
    • Rental To
      This field fills automatically from the Rental Booking Entry window, if applicable.
    • Invoicing Free Days
      Enter the number of days after the on rental date that invoicing will commence.
    • Original Site ID
      Fills automatically based on the booking type.
    • Rental Site ID
      Fills automatically based on the booking type.
    • PO Number
      Enter the purchase order number, if applicable.
    • Assign to Equipment
      Enabled only if the Line Type is not Equipment. This represents the equipment that is tied to the inventory item being rented. This is used primarily for MDA (Multi-Dimensional Analysis).
    • Enter pricing information.
    • Pricing Template ID
      Choose the pricing template. Pricing information that fills based on the price template can be changed if necessary.

    • Price Level
      The price level defaults in based on the price group and where the price level has been assigned. 

      Note

      For information on how the system looks for the price level to use, see Determining Price Levels.


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    • Allow Roll Forward
      Mark this check box checkbox to let the system automatically adjust the invoicing frequency of a rental period that lasts longer than expected. Choosing to Allow Roll Forward also enables the following check boxcheckbox:
    • Auto Adjust Rates
      Mark this check box checkbox if you do not want to credit back the customer if the new rate is cheaper than the cost of the rental at the previous rate. See Setting up Roll Forward Invoicing for more information.
    • Use Lowest Rate
      Mark this check box checkbox to use the lowest rate set up for this piece of equipment, regardless of what rate is currently assigned to the agreement. The system will perform calculations for all possible rates and use the lowest one when invoicing.

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  1. From the Rental Agreement Entry window, choose the On Rental button to open the On Rental Entry window.Most of the fields on this window fill from the agreement and initially display by Agreement No. You can change the Display By method by choosing a different radio button, but when you do, the window clears and you need to re-enter information.
  2. Mark the On Rental check box checkbox. The Date fills in automatically with the Rental From date, from the agreement. If the window is displayed by Agreement No., you can choose all lines for that agreement by choosing the first line, holding down the SHIFT key, then choosing the last line in the list. This way, you can choose an "on rental" day for all lines at once.
  3. Enter a Meter Reading, if necessary.

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  1. Choose Cards > Equipment > Equipment Manager, and choose an Equipment ID.
  2. Choose the Rental Inactivation tab, and mark the Inactivate for Rental check box checkbox.
  3. Choose Save.

Setting a period of rental inactivation

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